The Royal Agricultural Society of NSW (“RAS”) recognises the importance of privacy and is committed to protecting the personal information you provide to us. The RAS complies with the Australian Privacy Principles in the Privacy Act 1988 (Cth) (“Privacy Act”).
The purpose of this Privacy Policy is to clearly communicate to you how the RAS collects, holds, uses and discloses your personal information in accordance with the provisions as contained in the Privacy Act.
For the purpose of this Privacy Policy references to ‘RAS’, “we” “us” and “our” includes:
Trading as:
The RAS is a not-for-profit entity with the principal aim of promoting, fostering and encouraging the development of agricultural pursuits. The RAS pursues this aim via the annual Sydney Royal Easter Show, conducting the Sydney Royal Fine Food and Wine Shows, and acting as a venue for the holding of other events such as festivals, exhibitions, conferences, entertainment activities, and functions.
The RAS also manages the RAS Foundation Limited which operates for the purpose of granting funds to education, sustainable agriculture, and rural projects in accordance with the overarching framework of the mission, values, and purposes of the RAS.
In addition, the RAS maintains and operates the Australasian Animal Registry, an Australasian-wide database of animals implanted with an identification microchip.
By providing personal information to the RAS and by having access to this Privacy Policy, you consent to the RAS collecting, holding, using and disclosing personal information in accordance with this policy.
We may amend this Privacy Policy from time to time at our sole discretion. If we make changes to our Privacy Policy, we will notify you by issuing an updated version of our Privacy Policy on our website and such changes will be effective immediately. You agree that such notification will constitute our notice of the changes to you. Your continued access or use of the Website interaction with us following such notice, means that you accept and agree to be bound by the updated version of our Privacy Policy.
The RAS will collect, use, store, and disclose your personal information for the primary purpose of the RAS, the RAS Foundation, and the AAR, as outlined above under “About Us” and below under “Examples of use and disclosure”.
Examples of the personal information collected by the RAS, the purpose it collects personal information for, and the proposed use and disclosure, are set out below under “Examples of the personal information collected” and “Examples of use and disclosure”.
The RAS will provide a ‘Collection Statement’ at the point of collection informing you of the reason why your personal information is being collected. The point of collection may be in the form of, for example, an Entry Form, Mobile Application terms or Registration Form, either online, via one of our websites or free Wi-fi service or in-person. The RAS may also collect your information via mobile device applications or other applications provided by the RAS or third-parties.
The personal information collected will be used for the primary purpose above as detailed in the Collection Statement, and any secondary purpose to which you have consented.
The RAS will not use or disclose personal information for another purpose unless you have consented to the use or disclosure of this information in the normal course of the service or goods we are providing to you, or unless it is required to be disclosed by law.
In some instances, the RAS uses contractors and suppliers to provide the service to which you have consented, which will require disclosure of your personal information to these third parties. We will endeavour to ask the third parties to be also bound by the Australian Privacy Principles, or if they are an international company, are bound by contract to adhere to the Australian Privacy Principles in order to protect the information.
Access to this Privacy Policy is free and available online at:
You may also request a hard copy of the Privacy Policy by contacting our Privacy Officer. You can request access to and alteration of personal information concerning yourself in accordance with the Privacy Laws. You may contact the RAS Privacy Officer by the following methods:
Telephone: (02) 9704 1111
Mail: RAS Locked Bag 4317, Sydney Olympic Park NSW 2127
Email: privacy@rasnsw.com.au
You can request that your personal information be corrected or deleted. You can also request that your account be deleted. You may contact us at any time to request to opt out of any electronic, telephone or other form of direct marketing. There will be an ‘Opt Out’ link at the bottom of each email.
The Privacy Officer will deal with all initial queries and complaints. If you are not content with the way in which our Privacy Officer has dealt with your issue or if you have not received a response within 30 days, and you may wish to lodge a formal written complaint to the RAS General Manager. The RAS General Manager will provide a written response to you within 30 days. You may address the matter to: General Manager, Corporate Services, 1 Showground Road, Sydney Olympic Park, 2127.
If you are not content with the response from the RAS General Manager, you may wish to raise the issue with an external complaint body such as Office of Australian Information Commissioner (OAIC).
By email: enquiries@oaic.gov.au
By telephone: (02) 9284 9666
By post: Office of Australian Information Commissioner, GPO Box 5218, Sydney NSW 2001
The personal information we collect may include:
The specific type of personal information that we collect will vary depending on the RAS department or service but may include the following:
Consent - You could be asked to confirm that you would like to receive updates or will agree to a particular activity. If all of the required personal information is not provided, then the RAS may not be able to provide you a service or effectively interact with you. For example, the RAS might not be able to accept an application by an individual to participate in a competition. Where an application is made by a company entity, the company may provide the personal information of key employees or directors who are deemed to have consented to the release of their names and employment title as provided by the employer.
Pseudonyms – In circumstances where your legal name is not required, such as carnival update emails, you may use a pseudonym. However, in most cases your consent, payment or competition entry will require your legal name. Please note too that, in some cases, if you use a pseudonym the RAS may not be able to provide you a service or effectively interact with you.
Different departments of the RAS use personal information collected for different purposes and disclose your personal information to different people and organisations. These include, for example, disclosure to:
Others we may disclose your personal information to are set out in the examples below.
You also consent to your information being disclosed when necessary and lawfully permitted to do so in order to provide the service or good that you require.
Membership – RAS is a membership society and Members details are held securely. Your information will be used to send you direct mail for RAS publications (such as the RAS Times), or RAS related promotions, events and discounts. Information about links to family members or commercial opportunities will be linked in your membership account, and details provided by other family members may be collected for junior and youth accounts.
Sydney Showground – Information is collected to contract with you for the hire of venues on the Showground. Information may be collected from suppliers or contractors who are providing services for the event being held. In order to run a smooth event, RAS will disclose information to other involved parties in order to efficiently coordinate the event. If you require any documents to remain confidential, please inform RAS staff and mark the documents clearly on the front page. Deposits and pre-payment of operational services are often required. Therefore, we keep your financial information secure until the end of the event when the refund and settlement of your account can be made.
Sydney Royal Competitions – The competitions for the Easter Show, Beer and Cider, Distilled Spirits and Wine, Dairy & Fine Food Shows will all require personal information to be collected in order to hold the competition, assess entries, create event timetables and schedules, to run the competition and provide prize money via electronic funds transfer to the winners. During the competitions your personal information will be listed in competition catalogue and published on the internet. Winners of competitions may be interviewed, and your details will be kept in the RAS archives and kept in the History Centre.
Sydney Royal Easter Show – In addition to the Sydney Royal Competitions held, there are many contractors, commercial exhibitors and carnival licensees who we need to provide personal information to in order for the RAS to provide the Show and contract with you. Most transactions require payment in which your legal name will be required. We may also collect your Australian Business Number (ABN) and name, as well as your social media platform(s) details, if relevant. The RAS will hold your information securely and restrict access to only those who are involved in the transaction. Your information may be disclosed to third party contractors or suppliers who need to contact you for Easter Show related services to be provided. Other Sydney Royal Easter Show collection, use, and disclosures of personal information may include applications, such as the Sydney Royal Easter Show or Carnival Fun Pass mobile applications which may be provided by either the RAS or third parties. These applications are provided by the RAS, and used by attendees, for the purposes of (a) geo-location-based navigation, (b) to provide offers or discounts and (c) for payment purposes.
Australasian Animal Registry (AAR) – The AAR database is held for the purpose of matching micro-chip numbers implanted in animals with the personal information of person who is either the legal owner of the animal, the person who is responsible for the daily care and control of the animal or their alternative contacts. Use and disclosure of information may also be required to trace the owners of a dangerous dog, a purpose required by law, or to re-unite the animal with its owner. The AAR database is not a register of proprietary ownership. RAS will disclose this information to alternate contacts provided by the owner, vets, Councils, government agencies, animal welfare organisations such as the RSPCA. This may also include disclosure to police or the courts as required. For the purposes of application and/or verifying your identity, AAR may request forms of identification documentation as part of this process.
Venue ‘free’ Wifi Services – The provision of the ‘free’ Wifi service to visitors to and guests of Sydney Showground, including Sydney Showground Stadium / Giants Stadium is facilitated by SkyFii Group Pty Ltd ACN 165 152 241 (“SkyFii”). The terms of use and privacy policy which govern the provision of the service by SkyFii can be viewed at: http://skyfii.com/terms-and-conditions/ and http://skyfii.com/privacy-policy/. Guests who decide to log-in to the ‘free’ Wifi service using their Social Media log-in, may additionally disclose any information they have chosen to exchange on that social media platform. Guests also agree to be bound by the SkyFii terms and privacy policy. The RAS shares both analytical information about usage of the free Wifi at the venue and Personal Information provided as a condition of use of the ‘free’ service to our commercial partners, venue hirer(s), commercial partner PMY (ANZ) Pty Ltd for the event (such as Cricket, AFL or music festival promotors) and our and our partners’ and hirer’s commercial partners; including their data processing service providers. The RAS contractually ensures that the sharing of data collected via the ‘free’ Wifi service is used, collected and stored in accordance with Australian privacy laws and regulations. The use of the data includes research into Wifi use at the venue, fan engagement and experience delivery and marketing, advertising and promotional purposes.
RAS Foundation – The RAS Foundation is the charitable arm of the RAS. Requests for donations or details of fundraising events or projects may be sent to you. Personal details will be collected on paper forms and also through online procedures and held in a secure database. Third party agents such as Our Community Pty Ltd t/as Give Now are used to collect and process your data on behalf of the RASF. Their privacy statement is available on https://www.ourcommunity.com.au/privacy. The details of scholarship applicants, including unsuccessful applicants) will be held for up to 7 years and will be sent details of other opportunities for scholarships or grants. The recipients of scholarships and grants may have disclosure of their name, suburb, career and educational information disclosed as part of the conditions of the award.
Other RAS Data – The RAS Corporate Services may use your personal information for billing purposes and collecting debts and may conduct credit checks on entities when appropriate. Human Resources collect personal information for recruitment purposes which will be destroyed securely after a reasonable time. The RAS may conduct market research to develop internal systems or upgrade processes in which your personal information may be used. The RAS also runs the RAS Heritage Centre in which documents and trophies which may hold your personal information will be stored and released to Members or the media as reasonably required. Cross-border disclosure may also be required for benchmarking or external storage of information, in which case having access to this Privacy Policy and providing your personal information is deemed to be consent to the cross-border disclosure.
Third Parties and Cookies – The RAS use third party application tracking services such as Google Analytics and Clarity to help understand the use of our Services and Site(s). Information collected by Google is governed by Google's Privacy Policy available on their website: https://www.google.com/policies/privacy/partners/. We use the tool Clarity to analyse the activities of visitors to our websites, and Clarity’s authorised use of cookies and other tracking technologies enable it to have access to Personal Information of visitors to our website. This tracking is to understand how our users interact with our products and services. Clarity does not capture any personal information entered into any input form on our website including but not limited to names, email addresses, address information or payment information. Such access to and use of Personal Information by Clarity is governed by Clarity’s Privacy Policy. You consent to the terms contained in these policies.
Sydney Showground CCTV - RAS operates surveillance cameras from Sydney Showground Security for the purposes of maintaining the safety and security of RAS employees and other individuals that attend events run by or on behalf of RAS at the Sydney Showground and RAS or Sydney Showground property, including to comply with RAS’ legal obligations. The cameras are located in and around facilities requiring such safety or security monitoring. RAS also has access to Sydney Olympic Park security cameras and Third Party security cameras. This camera surveillance by RAS will commence from when you first attend the Sydney Showground in connection with RAS or an event run by or on behalf of RAS, and the camera surveillance will be continuous and ongoing.
To protect your personal information from misuse or loss, the RAS takes all reasonable steps (including technical and organisational measures) to safeguard the personal information collected.
You acknowledge and agree that the transmission of information over the internet is not completely secure, and we cannot guarantee the security of any information transmitted. Any transmission is at your own risk.
We may use automated decision-making processes and artificial intelligence tools (AI Tools) in our operation and to undertake the events and tasks to provide you various goods services described in this Privacy Policy (together Services). You acknowledge that the use of such AI Tools involves the use of algorithms, machine learning techniques, and large language models to make decisions without human intervention. It would allow us to, for example:
You consent to our use of your personal information to train our AI Tools. If doing so, the personal information will be anonymised. We will not use your personal information in the outputs of AI Tools. We will also not use your personal information in AI Tools to make substantially automated decisions that impacts you without such decisions being subject to human review and intervention.
Even though we do not use automated decision-making processes that produce significant effects, you have the right:
If you wish to exercise any of these rights or have any questions regarding our automated decision-making processes, please contact our Privacy Officer.
In addition to your right to request deletion of your personal information, we will take steps to delete your personal information in the following circumstances:
We may disclose your personal information to recipients located outside of Australia (such as external storage provider and benchmarking services organisations) including but not limited to those who are in the following countries in the United States of America, Europe, Asia, or the United Kingdom. You consent to the transfer, storage and disclosure of your personal information in a country other than Australia. You also agree that we will not be liable for the acts or practices of those overseas parties in how they handle your personal information.
The Notifiable Data Breaches (NDB) scheme in Part IIIC of the Privacy Act requires entities to notify affected individuals and the Australian Information Commissioner about any ‘eligible data breaches’. In the event of an ‘eligible data breach’, we will notify the affected individuals and the Commissioner in accordance with our legal obligations under the Privacy Act and our data breach response plan.